Program Administrator

Creation Technologies•Rochester, NY

14d•$22 - $31

About The Position

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. A Creation Technologies Program Administrator is a support-focused role that works alongside Program Managers and cross functional teams to ensure the smooth execution of manufacturing programs. While a Program Manager is responsible for high -level program oversight, the Program Administrator focuses on administrative, operational, and logistical that help the program run efficiently and drive customer success. The position involves detailed coordination, communication, documentation, and tracking of the various aspects of the program. This role supports program managers, cross-functional teams, and, increasingly, customers to ensure seamless execution and delivery of manufacturing programs.

Requirements

Associate degree or equivalent combination of education and experience
Accumulated 1-2 years of hands-on experience in an operations support, customer service or administrative role.
Must be highly organized with the ability to manage multiple tasks, deadlines, and stakeholders simultaneously.
Attention to detail is crucial, particularly when it comes to managing documents, schedules, and tracking project data.
Strong verbal and written English communication skills are necessary for collaborating with cross-functional teams and customers. The role requires frequent updates, coordination, and sometimes negotiation to ensure smooth program execution.
Basic to intermediate proficiency with MS Office (Excel and PowerPoint)

Nice To Haves

Experience with an Enterprise Resource Planning Systems such as Oracle or similar systems is an asset.
A general understanding of electronics manufacturing processes, terms, and technologies (e.g., printed circuit board assembly (PCBA), component sourcing) is beneficial to communicate effectively with technical teams.
Familiarity with supply chain management, logistics, or procurement processes is an asset.

Responsibilities

Manages and organizes program documentation, ensuring plans, purchase orders, invoices, and reports are current and accessible for stakeholders.
Reviews and confirms customer production Purchase Orders (PO) and Return Material Authorization (RMAs), maintaining order alignment through open order reconciliation.
Prepares and sends customer Accounts Receivable (AR) statements, reviews invoices, and resolves discrepancies.
Coordinates and schedules meetings, ensuring cross-functional alignment among engineering, production, procurement, and customers.
Tracks deliverables and milestones, notifying teams of deadlines and potential delays, and their impact to the customer.
Assists in managing production schedules to ensure on-time delivery, processing, and shipment of RMAs.
Tracks order and finished goods status, liaising with planning and logistics for accurate order placement and delivery.
Supports shipping logistics, including handling documents, tracking shipments, and managing customs paperwork if needed.
Acts as a customer contact point, providing updates, addressing inquiries, and escalating issues while ensuring smooth information flow.
Prepares status reports detailing program progress, risks, and performance metrics, including financial summaries and milestone tracking.
Maintains and drives data tracking for Key Performance Indicators (KPIs) such as on-time delivery and cost performance, providing insights for decision-making.
Tracks resolution of production delays or defects, ensuring follow-ups are completed to maintain program progress.
Documents and improves internal processes to enhance manufacturing support program execution.
Supports the program manager in resolving operational issues, tracking open items, and implementing process improvements.
Other duties and responsibilities as assigned.